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How to use the report builder

Build your own report in Reports with the Report Builder — pick one of eight datasets, add columns, filter, then save it to export, email or schedule. Includes examples.

Overview

The Report Builder, in Reports, lets you create your own report from your data: pick a dataset, choose the columns you want, narrow it with filters and save it. Use it when the ready-made reports don't give you exactly what you need.

Once saved, your report opens like any other, with the same Export, Email and Schedule buttons.

Before you start

Step by step

  1. Click Reports in the main menu.

  2. Open Report Builder in Reports.

  3. Choose the dataset your report is based on — Reservations for one row per booking, Reservations by room for one row per booked room, Invoices for one row per invoice, and so on.

  4. Click Add columns, search for the columns you need and add them. Drag a column heading to change its position.

  5. Click Go to preview.

  6. To narrow the results, click Add filter and choose the column to filter on.

  7. Enter a Report name, choose the Period, then click Save report.

  8. Your report opens, ready to Export, Email or Schedule.

📌 Note

Eight datasets are available: Reservations (one row per booking), Reservations by room (one row per booked room), Guests, Payments, Products & extras, Rooms, Invoices and City tax. Whichever you pick, you can still add columns from related records.

Examples

Some reports properties often build:

Example

Daily payments breakdown — track incoming payments and methods.

  • Dataset: Payments

  • Columns: Payment date, Method, Amount, Transaction type

Example

Guest origin — see where your guests come from.

  • Dataset: Guests

  • Columns: Guest name, Country, City, Stays

Example

Cancellations — follow cancelled bookings by channel.

  • Dataset: Reservations

  • Columns: Reservation ref, Channel, Booking date, Cancellation date, Status

Example

Extras revenue — see what you earn from upsells.

  • Dataset: Products & extras

  • Columns: Category, Quantity, Date, Total (incl. VAT)

FAQs

What's the difference between the Report Builder and the ready-made reports?

The ready-made reports in Reports cover the questions most properties ask, grouped by category. The Report Builder lets you choose the data, columns and filters yourself, and save the result as your own report.

What's the difference between the Reservations and Reservations by room datasets?

Reservations gives you one row per booking, whatever number of rooms it covers. Reservations by room gives you one row per booked room, with the rate plan on every row. Pick it when a booking covers several rooms and you need each room on its own line.

Can I receive a saved report automatically?

Yes. Open the saved report and click Schedule to have it emailed on a recurring cadence.

How do I get my report into Excel?

Open the saved report and click Export, then Export to Excel or Export to CSV. See How to download or email your reports.

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